Automated Screening Notice
Date of publication: 11-03-2025
At ForthStar, we are committed to transparency and fairness in our hiring practices. This notice explains how we use AI in our candidate screening process, how your data is processed and your rights under data protection laws.
In this data processing privacy notice, we explain how we process your personal data provided you have explicitly opted-in to Automated Screening during the application process (by answering 'yes' to the automated screening question), and;
You apply for a position with us via our Career Site or a third-party service (you being an “Applying Candidate”).
We receive information about you from our employees or partners, since they believe your profile is of interest for our current or future vacancies (you being a "Sourced Candidate" or “Referred Candidate”).
You connect with us via our Career Site to create a profile with us and be considered for current and future vacancies with us (you being a “Connected Candidate”).
In all cases, we will only process your data in the manner described in this notice, if we have received direct and explicit consent from you to do so.
This notice also describes your rights when we process your personal data and how you can exercise these rights.
When we use the term “Candidate” in this notice, we are referring to: Applying Candidates; Sourced Candidates; Referred Candidates; and Connected Candidates, unless it’s stated otherwise.
How Your Data is Processed and AI Usage
Data Collection: We collect your application data via Teamtailor, including your resume/CV, cover letter, and any additional attachments.
Data Redaction and Minimisation: Personal identifiers (e.g., name, email, photo) are redacted before processing to minimise bias. We also attempt to remove any information that may be prone to bias, to ensure that the evaluation is an objective and fair assessment of how well suited your technical skills, experience and overall fit are to the role.
AI Evaluation: Your redacted application data is analysed using AI to score technical skills, experience, and overall fit. Scores are generated based on predefined criteria.
Automated Decision-Making: Candidates scoring above a set threshold are progressed to the next stage to be reviewed by our hiring team. Candidates scoring below the threshold will receive an automated rejection.
Benefits of AI in Hiring
Use of AI in hiring ensures efficiency in processing applications, consistent evaluations, and reduced human bias, enabling ForthStar to provide candidates with faster feedback.
Legal Basis for Processing and Consent
Consent: We process your data based on your explicit consent, which you can withdraw at any time.
Legitimate Interests: We have a legitimate interest in using AI to manage high application volumes efficiently, but rely on explicit consent as the primary legal basis for this processing activity.
Contesting Automated Decisions and Requesting a Human Review
Right to Contest: You have the right to challenge automated decisions and request a human review if you disagree with the outcome.
Contact Point: For contesting decisions or withdrawing consent, please contact privacy@forthstar.com.
If you do not consent to the use of automated decision-making in the evaluation of your application (i.e. you answer 'no' to the Automated Screening question during the application process), your application will be manually reviewed by our hiring team and will not be subject to Automated Screening.
Data Protection Measures
Fairness and Security: We conduct regular bias audits to ensure that outcomes of the automated screening process are fair and without bias.
Security and Retention: We process your data securely, and transiently, meaning that we only store your data in-memory in our Automated Screening system, and hold it for only as long as the evaluation process takes to run (typically less than a few minutes). The outcome of the automated evaluation process will be stored against your candidate profile in our applicant tracking platform, Teamtailor, for the same duration as the rest of your candidate data is stored (see our Privacy Policy for more details)
International Transfers: Your application data shared securely with OpenAI as part of the AI evaluation process. The data shared is a redacted form of your application data, in which personal identifiers (name, email, photo) have been removed. We comply with International data protection standards.
Contact Information
For any questions or concerns about this notice or your data, please contact us at privacy@forthstar.com.